EndNote Miscellany. 2 Backing Up an EndNote Library

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1 EndNote Miscellany EndNote Training 1 Overview EndNote can do a lot. This class is meant to cover some of the features that may not be used frequently but can sometimes make a big difference in the right circumstances. You might already be familiar with some of these features, but hopefully you will find some new tricks here. 2 Backing Up an EndNote Library 2.1 Creating a Compressed Library For libraries less than approximately 5G after compression, you can make a complete backup copy of your desktop library by creating a compressed library. EndNote X8 Class Notes for EndNote Miscellany 1

2 Select Compressed Library from the File menu in EndNote. You should see a screen like the one below. Leave the options as shown to save a complete copy of your library with all attachments. Click the Next button to select a location to save the file. This will bring up a standard save dialog window. Select the location and click the Save button. It may take some time to compress and save a large library, so be patient. Note that although you cannot safely keep a working EndNote desktop library in cloud services such as Dropbox, you can keep a compressed library in the cloud for backup purposes. Just be sure to move the compressed library to the computer s hard drive before opening the backup and uncompressing the library. 2.2 Creating a Copy of the Library If your library will be larger than 5G after compression, you can save a copy of the library. Libraries can be saved and used on external hard drives (standard hard drives in an external housing), but libraries should not be kept on flash drives (thumb drives). Select Save a Copy from the File menu. Select the location for the copy and click the Save button. It may take some time to save a large library, so be patient. Windows and Macintosh both have limits on how long a filename can be. From what I ve found online, Windows has a functional 256-character limit on filename length and Apple s HFS file system for OS X has a 255-character limit. I have been unable to find specific information on filename length limits for APFS. To avoid problems in exceeding the limits, avoid putting EndNote libraries in many levels of folders and keep PDF names short. Each folder will add to the number of characters in the total filename, including the PDF folders and the names of the PDFs within the library s.data folder. This applies to the original library, as well as copies. EndNote X8 Class Notes for EndNote Miscellany 2

3 3 Searching an EndNote Library Welcome to the many power options available in the Search panel! 1. The Options button allows you to Save Search strategies to reuse them later (even in Online Search), Load Search strategies that have been previously saved, Set Default search criteria, Restore Default criteria to the EndNote original settings, convert a search strategy to a smart group, and search for tab or carriage return characters. 2. You can search the whole library or a group set or a group, but you can also search the whole library when you have a subset of references showing and add the new results to the showing references, or you can search within the showing references and bring up the results within the showing references that match your search, or you can search within your showing references and have EndNote remove the new search results from the showing references, showing only the references that don t match your new search. 3. By default, EndNote will ignore capitalization when searching. Mark the Match Case box to force EndNote to match the capitalization you enter for the search. 4. By default, EndNote will search for the text you enter even if it is part of a longer word. If you want your results to match only full words, mark the Match Words box. 5. You can combine lines of search criteria using the Boolean operators AND, OR,and NOT. Note that EndNote will read the search top to bottom, so if you will be mixing these operators, use OR at the top, to broaden a search, AND next to narrow a search, and NOT last to exclude items from a search. For example, the search immediately below will show me all the records in my sample library that were published in 2009 or 2010 containing the word parrot but not containing the word grey. EndNote X8 Class Notes for EndNote Miscellany 3

4 However, if I put the OR criteria at the end of the search, as shown below, any reference published in 2010 shows in my results, even if it includes the word grey. 6. This drop-down list provides operators specifying the properties of the term within the search field. Contains means the term can be anywhere in the field, and can be part of a longer text string or word. The use of Is can vary depending on the field searched; when used with most fields, you would need to include the complete term and it would need to be the only term in the field, but for Author fields it functions much like Contains. The rest of the operators are selfexplanatory. 7. The plus (+) and minus (-) signs allow you to add or remove lines for search criteria. You can have a maximum of ten lines per search, but remember you could then extend that by performing the first search and then searching within the results. Tip: When entering text in a field associated with a terms list, such as the Author or Keywords fields, you could press the Ctrl-1 keys on Windows or Command-1 keys on Macintosh to bring up the associated term list and insert terms from it. The 1 must be on the keyboard, not on the number pad. 4 Showing or Hiding References Sometimes you might want to see only some of the references in the library, but there is no way to search for exactly that set of references. For example, I might want to see everything in the Avian Intelligence group set of the sample library except for the references in the Corvids and Parrots group. I can use the References Hide Selected References command to do this Select all the references in the Corvids & Parrots group. EndNote X8 Class Notes for EndNote Miscellany 4

5 Click on the Avian Intelligence group set. All the references from the Corvids & Parrots group will have gray shading, showing they had previously been selected. Hold down the Control key on Windows or the Command key on Macintosh, and then click on one of the shaded records twice (slowly). This should cause all the shaded records to now be actively selected. Select References Hide Selected References to hide all the selected references, leaving the remaining references in the Avian Intelligence group set showing. There are options under the References menu to Show Selected References, Hide Selected References, or Show All References. 5 Creating Independent Bibliographies 5.1 Creating a Basic Independent Bibliography You can create an independent bibliography for the showing references in your library or for just the selected references. Select a group or group set, perform a search of your library, or use the References Show Selected References or References Hide Selected References to limit the showing references to those you want to export. Select Export from the File menu. In the window below, 1) select the location for the bibliography, 2) give the file a name, the default name will be same as the library, 3) select the file type (RTF can be opened by almost any word-processing program), 4) select the EndNote style to be used to format the bibliography, 5) by default, all the showing references will be exported, so mark the Export Selected References box if you want only selected (highlighted) references to be exported, 6) click Save to create the bibliography. EndNote X8 Class Notes for EndNote Miscellany 5

6 Note that if you choose Text File (*.txt) in step 3 above and an export format style, such as RefMan (RIS) Export, in step 4 above, you could create a document that can be imported into other reference management applications. When you open your exported bibliography, it will be formatted according to the style you used. If you saved it in the RTF format, the font you see will match the General font option selected in your EndNote preferences. It is a standard word-processing document, without field codes, and can be edited like any other document. 5.2 Creating Subject Bibliographies Subject bibliographies are bibliographies organized by subheadings, based on the content of the EndNote records. Generating subject bibliographies does not work through Cite While You Write; it is a different feature than the Categories feature available in Word. I would like to give two examples of how this feature could be used: 1) to generate a faculty publication list, and 2) to generate a list of the keywords used in a selected set of references. EndNote X8 Class Notes for EndNote Miscellany 6

7 5.2.1 Example 1: Creating a Faculty Publication List Select a group or group set, perform a search of your library, or use References Show Selected References or References Hide Selected References to show the references you want to work with. Select Subject Bibliography from the Tools menu. Select the appropriate EndNote fields for authors from the list of fields. These names for these fields do not mean the first, second, or third author, they mean the author-type fields of different levels, or functions, for the created work. For example, if you were dealing with a book chapter, the Author field would be for the chapter author(s), the Secondary Author field would be for the editor(s) of the book, and the Tertiary Author field would be for the series editor(s), if it was a book in a series. The Subsidiary Author field is usually used for translators. Then click the OK button. You would next see a list of all the authors, for the fields selected, for the selected records. Select your faculty members from the list and click the OK button. Click the Layout button to see the screens below, where you can customize the options for your bibliography. The choices shown in the screenshots below would result in a subject bibliography with the options listed below the graphic. EndNote X8 Class Notes for EndNote Miscellany 7

8 1) The APA 6 th style, sorted by author and then date, with REFERENCE LIST for the title at the top. EndNote X8 Class Notes for EndNote Miscellany 8

9 2) It would show the subject terms (the author names) and the reference list (the publications for each author). The subject terms (the author names) would be arranged by term count in descending order, so the most prolific authors would be shown first. The subject terms (the author names) would be in bold. 3) The Calibri 11-point font would be used, the margins would be 1-inch on each side, and there would be no page numbering. If the document is saved in Rich Text Format (RTF) without page numbering, the numbering can be added in the word processor later. 4) Each record will be followed by a paragraph break, a tab, and the abstract field. Hanging indents will be applied to all but the first paragraph. The result will be the reference taking the full width of the page, with the abstract indented below it. 5) Click OK to save the changes. Below is a preview of how the subject bibliography will be presented. Click the Save button and save the document as a rich text format (RTF) document that can be opened in your word processor for fine-tuning. EndNote X8 Class Notes for EndNote Miscellany 9

10 5.2.2 Example 2: Creating a List of Keywords for a Selection of Records The instructions below will create a list of only the keywords used in a set of selected references, and report how many times each keyword was used within the entire set. Select a group or group set, or do a search, for the references you want to work with. Select Subject Bibliography from the Tools menu. Select the Keywords field from the list of fields, and then click OK Select all the keywords in the list and click OK. Click the Layout button and select the Terms tab. On the Terms tab, select these options on the screen below to have the following effects: 1) Selecting Subject Terms Only will show the keywords without any references below them. 2) Including Subject Term Counts will show the how many times each keyword was used within the selected set of references. 3) Selecting By Term Alphabetical will list the keywords alphabetically, from A-Z. 4) Setting a single paragraph code (^p) for the Suffix will create a single blank line between keywords. 5) Keywords may have been entered in the records inconsistently, with some keywords in lowercase, others in title case, and maybe some in uppercase. Setting the Styles: Subject Terms: UpperCase is a quick way to make the capitalization of the keywords consistent, with a lot of manual editing. 6) Click the OK button to save the settings. EndNote X8 Class Notes for EndNote Miscellany 10

11 Examine the preview. If you want to make changes, click the Layout button, then the tab controlling the settings you want to change, to make your changes. If the preview appears correct, click the Save button to save a document you can edit in your word processor. 6 Find and Replace Before using the Find and Replace command in EndNote, make a backup of your library using the Compressed Library or command or the Save a Copy command. If you make a mistake, there is no Undo command. Select a group or group set, perform a search of your library, or use the References Show Selected References or References Hide Selected References to limit the showing references to those you want to work with. Find and Replace will apply to all showing references. Select Find and Replace from the Edit menu. Choose your options options: 1) Select the field you want to find and replace text for, 2) enter your search text, 3) mark Match Case to match the capitalization of the search term, 4) Match Words if you only want full words matched, 5) enter the replacement text, 6) Retain Capitalization to maintain the same capitalization as the text being replaced, 7) Use Insert Special to insert tabs or carriage returns to the Find or Replace with fields, 8) click Change to start the Find and Replace. EndNote X8 Class Notes for EndNote Miscellany 11

12 EndNote will require a confirmation before making the changes. Read the message carefully before clicking OK there is no Undo command if you make a mistake! 7 Using the Label Field for a Permanent Record Identifier The EndNote record number is not a permanent identification number and can change when using EndNote Sync, if a record is copied into a new library, or even if a record is cut and then pasted back into the same library. If you prefer an unchanging field to identify a record in both your library and for Cite While You Write, consider using the Label field in EndNote. In your original library, you can copy the record number to the Label field for selected references. It is best to assign all Label field numbers in the same copy of the library, to be sure the number will always be unique. Remember that the new Label number may not match the record number in all copies of the library. Note that it is normally not necessary to create a permanent record identifier. If you are using Cite While You Write, EndNote can use the data stored in the citation codes (the traveling library ) to update citations even if the record numbers are different, so long as you do not unformat the citations. The information below is for those who need to create permanent record identifiers for special circumstances. 7.1 Set the Label Field to Show in the Library Display Setting the Label field to show in the library display will allow you to easily see which records do not have text in the Label field, to avoid copying the record number for a record that already has data in that field. EndNote X8 Class Notes for EndNote Miscellany 12

13 Open the EndNote preferences by selecting Edit, then Preferences on Windows or EndNote Xx, then Preferences on Macintosh. Windows Macintosh Click Display Fields at the left, then select the Label field from the drop-down list for the column you want to assign to the Label field. In this example column 1 is selected. EndNote X8 Class Notes for EndNote Miscellany 13

14 For my example I have chosen to show both the Label field and the Record Number field, so that I can easily compare the two in my library display. Note that I have also edited the heading for the Record Number field to shorten Record Number to Record #, to reduce the column width necessary to show the heading. Click the OK button to close and save the changes on Windows. On Macintosh, click the Save button, then close the window. (Only Windows illustrations shown below.) You should now see a screen showing the Label field, as in the example below. This will allow you to easily select records that do not have a number assigned to the Label field. 7.2 Make a Backup of the Library If you make a mistake while copying the record number to the Label field, there is no way to undo the change, so make a backup copy of the library before starting this process. See section 2 for instructions on creating a backup. EndNote X8 Class Notes for EndNote Miscellany 14

15 7.3 Copying the Record Number to the Label Field Select all the records for which you intend to copy the record number to the Label field, then select Show Selected References from the References menu. EndNote will apply the change to all references showing in the list, so you need to limit the references showing to those you want to change. Select Change/Move/Copy Fields from the Tools menu. EndNote X8 Class Notes for EndNote Miscellany 15

16 In the Change/Move/Copy Fields window, select 1) the Move/Copy Fields tab, 2) Copy Field, 3) Record Number as the field to copy from, 4) Label as the field to copy to. You will have options to insert the record number after or before existing text in the Label field, or to replace all text currently in the field, so if you have existing text in the field it is possible to keep it and append the record number. Click 5) the OK button to apply your choices. EndNote will report the number of references the change will apply to and which fields will be affected, and ask for a confirmation. If the message shows the correct information, click the OK button. (Reminder: There is no Undo command if you make a mistake, so check the information in this screen for accuracy and backup the library before continuing, if you have not already done so.) EndNote X8 Class Notes for EndNote Miscellany 16

17 When finished with the changes, EndNote will report the number of references changed. Click the OK button to close the window. The library now shows the same number for the record number and in the Label field for this library on the original computer. EndNote X8 Class Notes for EndNote Miscellany 17

18 However, when that library is synced to a second computer, the record number is no longer the same for all records as the contents of the Label field. The label number will remain constant even though the record number changes, and the Label field contents can now be used as an unchanging tracking number. You can also use the Label field in Cite While You Write, if you wish. Please note the process above would need to be repeated whenever new references were added to the database, or the Label field would need to be manually updated. We suggest always backing up the library before making any major changes in the library. See section 2 for instructions on creating a backup. EndNote X8 Class Notes for EndNote Miscellany 18

19 7.4 Setting Cite While You Write to Use the Label Field Open the preferences again and 1) select Temporary Citations from the list at the left, 2) mark the box to Use field instead of record number, 3) select Label as the field to be used, and 4) click the OK button on Windows to save the changes and close the window (on Macintosh, click the Save button and close the window). This change should be made by anybody who is using the Synced library, on all their computers, so that references inserted in the document by all persons working on it will use the Label field. If someone does not set this option, EndNote can still format the citation, but it will not show the Label field information if the record is unformatted. In the future, temporary citations will be inserted into Word documents with the first author s last name, the year, and the label number you assigned instead of the record number. Temporary citations should look something like this: {Volk, 2012, 2376}. Note that if you wanted the Label field to look more like a record number, you could also use the Change/Move/Copy Fields command to add a number sign (#) in front of the number. EndNote X8 Class Notes for EndNote Miscellany 19

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